What benefits will an HRM (Human Resources Management) system provide?
There are many. Perhaps most importantly it will mean the end of keeping centralised paper based files for staff. All material relevant to the HR function will be kept in a digital format, which means that a company will cover off disaster recovery and business continuity requirements at a stroke. And unlike paper, being digital, files can then, potentially, be accessed from any desk top computer or mobile style device, such as tablets and laptops. Also, by providing a digital transformation platform to the HR team, they will see not only major administrative time savings, but cost advantages also.
What advantages does an online cloud based HR system have?
Two main advantages. Firstly, a private cloud system means the company does not have to install software on desktops or facilitate server storage and support as they would for a client DMZ based solution. Users simply book mark a URL to access the secure system.
Secondly, being cloud based, as long as users have internet connection (and of course relevant secure log in) the system can be accessed 24 x 7 from anywhere in the world, fully supporting remote working by HR and staff.
What is an HRM / HRMI system?
Essentially the two are the same, both relating to software that human resource information can be stored in. HRM stands for Human Resources System, and HRMI for Human Resources Management Information system. The term HCM (Human Capital Management) is also used in some sectors. An HR software system can play a pivotal part in providing a digital transformation of the whole HR function. It can be used to promote company standards, procedures, guidelines, policies and wellbeing advice, more effectively, as well as storing all staff information.
Can an HRM system allow users to complete time sheets / holiday requests and more, online?
Yes. If the solution provides a Self Service backbone, staff will be able to carry out a range of tasks, all online, with workflow enabling timesheets, holiday requests and also importantly, change of personal details requests to be completed by the user. Email submitted forms will be sent to line managers / other levels of management for approval (or returned to the users for adjustment). For approved time sheets, (which will take account of holiday, sick and other categories of time) data can be extracted as a CSV file for onward transmission and payment by a payroll system or outside payroll provider.
Can HRM systems operate on mobiles?
Ideally an HRM system should provide full functionality and access via smart phones, especially in a post pandemic world where remote or home working has changed the way staff access and use technology. Being a smaller screen, online forms will be portrait, requiring more scrolling, but should be fully supported by the HR system.
How can an HRM system help with staff wellbeing?
Supporting staff with advice and contacts that can cover a multitude of personal issues should be a key feature of any HRM system. With increased home, or remote working, and especially for those furloughed, having access to help and advice (confidentially) on issues such as mental health, finances, bereavement, best working practices, benefits and more, provides a vital communication link. In addition, a Forum function allowing a more ‘free to air’ facility for staff users that others can comment on, would be an invaluable part of supporting staff at all levels, and giving a platform for ideas and underlying issues.
What does HR software cost?
Most systems, after initial set up costs, work on a per licence (seat) per user who have access to the system i.e. each registered user must have a licence on a monthly or annual basis. There will be discounts for higher levels of users, and whilst a per user cost can look small, this applies whether the person is a frequent or infrequent user. An alternative is a concurrent user model for those using the system. Here the number of licences ordered relate to the number of instantaneous actions being processed by the system server. For example, in a company where there are 40 users in total, a licence pool of only 10 may well be sufficient, as not everyone would be trying to use the system at the same time, which could well be cheaper than a per seat licence. Also check to see if the vendor publishes prices up front, rather than relying on supplying your details that then transform into a ‘quote’!
What sort of HR software would best suit my company?
Most companies these days will look towards a secure private UK cloud based system, for access, support and cost benefits. Also known as’ Software- as- a- Service’, the software vendor or service supplier will be responsible for the updating and hosting of your system as well as security. Another advantage for companies with more than one country location is that Cloud offers easier access and commonality. You can of course elect to have the software installed on a server platform in your own IT infrastructure (DMZ), noting that this will incur internal IT costs for support.
No two businesses are the same, so a system you select should offer a level of customisation on top of the standard features and functions that you would expect, so that the final system mirrors the way your organisation wishes to work, and be adaptable for the future.
Can an HRM system help with information retention rules and GDPR?
The adoption of GDPR rules, that cover the retention of information -including the ‘right to forget’ for employees who leave- means it’s more important than ever that a system allows the company to set those rules and also be able to change these themselves, as legislation or company requirements change. HR admin users should have the ability to set retention periods for document sections and individual documents to bring them back for review and or deletion. A ‘soft’ deletion function – where HR can review items that are coming up for deletion before fully deleting, can ensure that mistakes or changes in rules are covered off. Leavers also have the right to ask for an electronic copy of their file to take with them – again a feature the system should provide.
Should the HR software support a recruitment module?
Ideally yes. By having recruitment as part of the HR solution, positions can be created internally and then published on your company website. Potential applicants have the ability to fill out on screen application forms and these can be accompanied by CV’s – or even short videos that are becoming ‘vogue’. Applications can then be automatically imported into the system for action by HR, and responses sent to applicants to keep them informed as to the status / progress of their application.